Data capturing and structuring method and system

ABSTRACT

A method for a data capturing and structuring includes determining at least one data capture mode for processing a non-electronic data record into an electronic data record and selecting a record owner having a plurality of existing data records to be associated with the electronic data record. The method also includes capturing the non-electronic data record into the electronic data record and collecting metadata from data associated with the record owner and the electronic data record and data generated during the capturing. Further, the method includes creating structured data records by combining the electronic data record and the metadata and exporting the structured data records.

FIELD OF THE INVENTION

The present invention generally relates to data management technologiesand, more particularly, to the methods and systems for data capturingand structuring.

BACKGROUND

The Internet and information technology make electronic data one of themost important aspects of running a business or even personal life. Dataapplications and systems are used in virtually all industries in manydifferent ways. But the data generated by different applications andsystems need to be managed, interpreted, and exchanged.

For example, healthcare organizations often utilize many differenthealthcare applications and systems to perform various services, bothinternal and external to the organizations. Much of the informationcollected by these applications and systems, such as data and documents,needs to be uploaded and shared among internal systems and externalsystems. However, the information collected often is unstructured.

Thus, a challenge currently faced by many healthcare organizations,despite their size, is that a large amount of unstructured contentsgenerated on a daily basis are generally in native form and may bestagnant and unusable by the other applications. For example, unless ascanned document, a digital photo, or any electronic file, such as a PDFfile, is uploaded and identified by a human, a healthcare applicationmay be unable to identify what is in the file or who the file belongsto. Therefore, managing unstructured data in a healthcare organizationis often expensive, time-consuming, and error-prone.

Another challenge faced by healthcare organizations is the difficulty toexchange unstructured files among healthcare organizations. As a result,oftentimes the files are printed and faxed to the recipients. Thispractice is not only time-consuming and expensive, but also leaves holesin the electronic patient record keeping, which may further causesecurity risks.

The disclosed methods and systems are directed to solve the problems setforth above and other problems.

BRIEF SUMMARY OF THE DISCLOSURE

One aspect of the present disclosure includes a method for datacapturing and structuring. The method includes determining a datacapture mode for processing a non-electronic data record into anelectronic data record and selecting a record owner having a pluralityof existing data records to be associated with the electronic datarecord. The method also includes capturing the non-electronic datarecord into the electronic data record and collecting metadata from dataassociated with the record owner and the electronic data record, anddata generated during the capturing. Further, the method includescreating structured data records by combining the electronic data recordand the metadata, and exporting the structured data records.

Another aspect of the present disclosure includes a computer storagemedium storing computer executable programs. When executed by aprocessor in a data capturing and structuring device, the programsperform a data management method. The method includes determining a datacapture mode for processing a non-electronic data record into anelectronic data record and selecting a record owner having a pluralityof existing data records to be associated with the electronic datarecord. The method also includes capturing the non-electronic datarecord into the electronic data record and collecting metadata from dataassociated with the record owner and the electronic data record, anddata generated during the capturing. Further, the method includescreating structured data records by combining the electronic data recordand the metadata and exporting the structured data records.

Other aspects of the present disclosure can be understood by thoseskilled in the art in light of the description, the claims, and thedrawings of the present disclosure.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 illustrates an exemplary operating environment incorporatingcertain aspects of the disclosed embodiments;

FIG. 2 illustrates a block diagram of an exemplary computing systemconsistent with the disclosed embodiments;

FIG. 3 illustrates an exemplary operating process consistent with thedisclosed embodiments;

FIG. 4A-4B illustrate exemplary screen shots during a data capturing andstructuring process consistent with the disclosed embodiments;

FIG. 5A-5B illustrate other exemplary screen shots during the datacapturing and structuring process consistent with the disclosedembodiments;

FIG. 6A-6B illustrate other exemplary screen shots during the datacapturing and structuring process consistent with the disclosedembodiments;

FIG. 7A-7B illustrate other exemplary screen shots during the datacapturing and structuring process consistent with the disclosedembodiments;

FIG. 8 illustrates another exemplary screen shot during the datacapturing and structuring process consistent with the disclosedembodiments;

FIG. 9 illustrates another exemplary screen shot during the datacapturing and structuring process consistent with the disclosedembodiments;

FIG. 10 illustrates an exemplary data structuring and exporting processconsistent with the disclosed embodiments;

FIG. 11 illustrates various exemplary elements for data capture andstructuring consistent with the disclosed embodiments; and

FIG. 12 illustrates various exemplary features for data capture andstructuring consistent with the disclosed embodiments.

DETAILED DESCRIPTION

Reference will now be made in detail to exemplary embodiments of theinvention, which are illustrated in the accompanying drawings.

FIG. 1 illustrates an exemplary operating environment incorporatingcertain aspects of the disclosed embodiments. As shown in FIG. 1,operating environment 100 may include a healthcare facility 110, aclient workstation 120, a network 130, a server 140, a storage server150, a healthcare user computer 160, and other user computer 170.Although singular entity is used for illustrative purposes, multiplefacilities, workstations, and other devices may be used. Othercomponents may be added and certain devices may be removed withoutdeparting from the principles of the disclosed embodiments.

Healthcare facility 110 may include any appropriate healthcareorganization, such as a hospital, a laboratory, a medical center, or aclinic, etc. Healthcare facility 110 may have one or multiple clientworkstations 120 for performing certain data management functions.

A client workstation 120 may include any appropriate device withcomputing capabilities including certain multi-function devices. Forexample, a client workstation 120 may include a computer, a digitalcamera, a network scanner, a printer, a fax server, or any othermulti-function device having computing functionalities, etc. Clientworkstation 120 may be an off-the-shelf multi-function device runningparticular software programs for performing disclosed data managementprocesses or may be a customized multi-function device having discloseddata management functionalities.

Network 130 may include any appropriate type of network for exchangingdata among various devices and computer systems. For example, network130 may be a telecommunication network, a wireless network, or anyprivate and public computer networks interconnected using certainstandard protocols, such as the Internet.

Server 140 may include any appropriate computer servers, software, anddatabases so as to provide various enterprise and server-side services.For example, server 140 may run certain software programs to communicateand exchange data with client workstation 120 to complete varioushealthcare data management processes. Server 140 may also communicatewith other external systems to exchange electronic medical records (EMR)or electronic healthcare records (EHD) based on certain data formats.

Storage server 150 may include one or more server computers configuredto provide database services and database management services. Storageserver 150 may be used to store any appropriate data in a centrallocation or in a distributed storage system. Other systems may accessdata via the storage server 150.

Further, healthcare user computer 160 may include any appropriatecomputer system(s) used by healthcare professionals, e.g., doctors,nurses, and other healthcare providers or by healthcare organizations.Other user computer 170 may include any appropriate computer system(s)used by other non-healthcare professionals or organizations. Healthcareuser computer 160 and/or other user computer 170 may receive dataprovided by client workstation 120 and/or server 140.

The various devices and computers (e.g., client workstation 120, server140, or healthcare user computer 160) may be implemented using anyappropriate computing systems and other peripheral or external devices.FIG. 2 shows a block diagram of an exemplary computing system 200.

As shown in FIG. 2, computing system 200 may include a processor 202, arandom access memory (RAM) unit 204, a read-only memory (ROM) unit 206,a database 208, an input/output interface unit 210, a storage unit 212,and a communication interface 214. Other components may be added andcertain devices may be removed without departing from the principles ofthe disclosed embodiments.

Processor 202 may include any appropriate type of graphic processingunit (GPU), general-purpose microprocessor, digital signal processor(DSP) or microcontroller, and application specific integrated circuit(ASIC), etc. Processor 202 may execute sequences of computer programinstructions to perform various processes associated with computingsystem 200. The computer program instructions may be loaded into RAM 204for execution by processor 202 from read-only memory 206.

Database 208 may include any appropriate commercial or customizeddatabase for computing system 200, and may also include query tools andother management software for managing database 208. Further,input/output interface 210 may be provided for a user or users to inputinformation into computing system 200 or for the user or users toreceive information from computing system 200. For example, input/outputinterface 210 may include any appropriate input device, such as a remotecontrol, a keyboard, a mouse, a microphone, a video camera or web-cam,an electronic tablet, voice communication devices, or any other opticalor wireless input devices. Input/output interface 210 may include anyappropriate output device, such as a display, a speaker, or any otheroutput devices. Further, input/output interface 210 may include anyexternal device, such as a scanner, a camera, a fax, or a printer, etc.

Storage unit 212 may include any appropriate storage device to storeinformation used by computing system 200, such as a hard disk, a flashdisk, an optical disk, a CR-ROM drive, a DVD or other type of massstorage media, or a network storage. Further, communication interface214 may provide communication connections such that computing system 200may be accessed remotely and/or communicate with other systems throughcomputer networks or other communication networks via variouscommunication protocols, such as TCP/IP, hyper text transfer protocol(HTTP), etc.

Returning to FIG. 1, within healthcare facility 110 or withinenvironment 100, various systems and/or various applications running onthese systems may exchange information through network 130. Moreparticularly, information such as metadata (i.e., data that describes ordefines other data) may be exchanged over a specific messaging network(e.g., part of network 130) such that applications and systems caninteractively process various types of data based on informationexchanged over the messaging network. The physical medium for themessaging network may include any appropriate medium type, such aswireless network, cellular network, local LAN, or other wired orwireless network.

In certain embodiments, a messaging network based on health level seven(HL7) standard may be included in healthcare facility 110, and clientworkstation 120 and server 140 can listen or monitor the messagingnetwork to obtain and update metadata for data capturing andstructuring.

During operation, client workstation 120 may provide certain electronichealthcare record management processes to facilitate the healthcare datainteroperability among different systems. As used herein, electronichealthcare records or electronic medical records may refer to anyappropriate data, in electronic form, about a person's medical andhealthcare status, activities, and history, etc. For example, theelectronic medical records may include medical history (e.g., surgicalhistory, medications, family history, social history, habits,immunization history, and development history), medical encounters(e.g., illness and treatment, physical examination, assessment andplan), orders and prescriptions, progress notes, test results, and otherattached files and documents, such as digital images, consent forms, EKGtracings, and admission forms.

The electronic medical records may be provided by a healthcare providerin healthcare facility 110. For example, the healthcare provider mayscan various medical records into electronic form. Then, to convert thescanned files from unstructured data to structured data, the healthcareprovider may use client workstation 120 to perform collecting andpackaging unstructured files or documents (e.g., scanned files in WORD,PDF, JPG, GIF, and TIFF, etc., formats) to make medical recordselectronically usable by information systems and applications in and outof healthcare facility 110. FIG. 3 illustrates an exemplary operatingprocess 300 performed by client workstation 120 or, more particularly,by processor 202 of computing system 200 implementing client workstation120.

As shown in FIG. 3, at the beginning of the operating process, processor202 (e.g., client workstation 120, server 140) may perform message-basedmetadata updating (301). That is, processor 202 may automaticallycollect metadata based on communications on the messaging network. Inother words, processor 202 may monitor HL7 messages and extract relevantdata elements from received messages to be used as metadata.

The HL7 messages, as used herein, may refer to any appropriate messagesused in HL7 messaging, which are used for communication and dataintegration between applications and systems within a healthcarefacility or facilities. Table 1 illustrates exemplary HL7 messages usedfor obtaining metadata by processor 202.

TABLE 1 USING HL7 MESSAGES AND METADATA Message Type Message EventDescription NEW ADMISSION/VISIT A01 - New Admit Indicates that a patienthas ADT - Admission/ A04 - New Registration been admitted or registeredDischarge/Transfer A05 - Pre Admit SIU - Schedule DISCHARGE/CANCEL anA03 - Discharge Indicates that a patient has ADMISSION/VISIT A11 -Cancel Admit left the hospital or clinic or ADT - Admission/ A13 -Cancel a discharge the appointment has been Discharge/Transfer cancelledSIU - Schedule PATIENT LOCATION A02 - Transfer Indicates that a patienthas ADT - Admission/ A12 - Cancel Transfer been transferred (or cancel aDischarge/Transfer A17 - Bed Swap transfer) to another room or locationUPDATE PATIENT A08- Update pt. info Update the patient record DETAILA31 - Update person info information (metadata) ADT - Admission/ A18 -merge Pt. records Discharge/Transfer A35 - change pt. Account numberA36 - Change MRN ORMs Orders New Order Update the order information OBXCanceled Order for a patient record ORU - Results Deleted OrderRecurring Order Completed Order

As shown in Table 1, certain metadata, such as information about newadmission/visit, discharge/cancel an admission/visit, patient location,update patient detail, ORMs orders and other results, may beautomatically obtained from HL7 messaging and may used as metadata fordata capturing and structuring.

Processor 202 may perform metadata updating continuously andinteractively. For example, processor 202 of server 140 may receivemessages from other systems over the messaging network and store themetadata received and may also forward the metadata to processor 202 ofclient workstation 120 for facilitating data capturing; while processor202 of client workstation 120 may collect certain metadata and forwardthe metadata to processor 202 of server 140.

Further, processor 202 may determine at least one data capture mode(302). The term “data capture mode,” as used herein, refers to aparticular and systematic way to obtain an electronic medical recordfrom a non-electronic medical record (e.g., a paper record) and toassociate the obtained electronic medical record with a particularperson or patient (i.e., a record owner). During operation, processor202 may determine a data capture mode automatically based onpre-configured parameters or based on one or more inputs from a user(e.g., a nurse, a receptionist, a doctor, and so on).

More specifically, processor 202 may determine suitable data capturemodes from a plurality of predetermined data capture modes. In certainembodiments, the plurality of predetermined data capture modes mayinclude a “proximity-based capture” mode, an “event-based capture” mode,a “schedule-based capture” mode, an “inquiry-based capture” mode, and a“transaction-based capture” mode. Other data capture modes may also beused.

In the proximity-based capture mode, the distance between patients andclient workstation 120 (e.g., a network scanner) is used to facilitatedata capture. For example, the user can walk up to client workstation120, log in, and see all the patients in that area. In other words,after authenticating the user, client workstation 120 may search allpatients within a predetermined distance from the client workstation 120to determine a list of patients fitting the proximity criteria and tofurther determine a particular patient for the electronic medical data.The distance may be entered by the user and the particular patient mayalso be selected by the user.

In the event-based capture mode, events happening in a certain timeperiod are used to facilitate data capture. For example, the user canwalk up to client workstation 120, log in, and see the events that havehappened within a recent period of time and the patients associated withthe events. In other words, after authenticating the user, clientworkstation 120 may search all patients associated with certain type(s)of event(s) within a predetermined time period to determine a list ofpatients fitting the event criteria and to further determine aparticular patient for the electronic medical data. The time period maybe inputted by the user and the particular patient may also be selectedby the user.

In the schedule-based capture mode, a patient's schedule for upcomingand/or active visits is used to facilitate data capture. For example,the user can walk up to client workstation 120, log in, and see all thepatients scheduled for a date entered. In other words, afterauthenticating the user, client workstation 120 may search all patientsassociated a particular schedule to determine a list of patients and tofurther determine a particular patient for the electronic medical data.The schedule (e.g., a date, a time period, etc.) may be inputted by theuser and the particular patient may also be selected by the user.

Further, in the inquiry-based capture mode, certain search criteriaentered by the user are used to facilitate data capture. For example,the user can walk up to client workstation 120, log in, and see all thepatients matching the search criteria. In other words, afterauthenticating the user, client workstation 120 may search all patientsbased on the search criteria to determine a list of patients fitting thesearch criteria and to further determine a particular patient for theelectronic medical data. The search criteria may be entered by the user.For instance, the user may enter a last name as search criteria todetermine a patient with a matching last name. The particular patientmay also be selected by the user.

In the transaction-based capture mode, a particular transaction(s)associated with existing medical records is used to facilitate datacapture. For example, the user can walk up to client workstation 120,log in, and see the patient(s) having the existing medical record(s)associated with the particular transaction(s). In other words, afterauthenticating the user, client workstation 120 may search thepatient(s) having medical records associated with the particulartransaction(s) to determine a particular patient for the electronicmedical data. Further, the transaction may be entered by the user. Forinstance, the user may enter original laboratory order information todetermine the particular patient to associate a captured laboratoryresult.

Alternatively, client workstation 120 may search medical records of aparticular patient to associate a particular transaction to theelectronic medical record, and the particular patient may be determinedby any other data capture mode. That is, client workstation 120 mayfirst determine the patient based on other data capture mode or otherinformation and then determine the particular transaction. For example,the user may select a patient based on the patient's last name and maythen select the correct transaction to associate the data to becaptured.

Further, these data capture modes may be used independently or in anyappropriate combination. For example, one data capture mode may be usedto reduce searching scope for another data capture mode to complete thedata capture. After the data capture mode is determined, the particularpatient(s) and/or particular medical record(s) may be determined to beassociated with captured data.

In addition, these various data capture modes may be enabled and/ordetermined using the metadata from message-based metadata updating. Forexample, the metadata collected may be made available during the datacapture process based upon the proximity, based upon an event, or basedupon an inquiry by the user. That is, such metadata may be used toenable proximity-based, event-based, or inquiry-based capture mode andassociation to the correct set of metadata.

For example, patient location information (PATIENT LOCATION shown inTable 1) may be used for proximity-based data capture. Because thepatient location data is already updated, client workstation 120 mayautomatically search the list of patient within the proximity using themost-updated information and without user's intervening. Further,admission/visit information (NEW ADMISSION/VISIT) may be used forevent-based data capture. Because the new admission information isalready forwarded to client workstation via the messaging network, anevent can be used in real-time for identifying a particular recordowner. Similarly, order information (ORMs) may be used fortransaction-based data capture; and patient detail information (UPDATEPATIENT DETAIL) may be used to update patient information and may beused for inquiry-based data capture, and so on.

Returning to FIG. 3, after processor 202 determines the data capturemode (302), processor 302 may perform data capture and metadatacollection (304). Processor 302 may perform data capture according tothe data capture mode determined previously.

For example, in the proximity-based capture mode, a user (e.g., a nurse)working on the third floor of a hospital can log into client workstation120 located on the third floor and see all the patients within theproximity of the client workstation 120 on the screen of clientworkstation 120. The user then selects the particular patient and scansa handwritten document to be associated with the patient.

That is, after client workstation 120 searches and lists all patientswithin its proximity, client workstation 120 further receives an inputfrom the user to determine a particular patient and obtains medicalrecords and other information of the particular patient from a databaseor storage location. Further, client workstation 120 may cause thehandwritten document scanned into an image or a file. Client workstation120 may receive the scanned file and organize the file into theelectronic medical records of the patient. FIGS. 4A-4B illustrateexemplary screen shots during this process.

As shown in FIG. 4A, a display bar 402 indicates that the proximitychosen is within the emergency department, and a patient list 404 isdisplayed by processor 202. Further, as shown in FIG. 4B, a scanneddocument 406 is displayed along with patient information 408 for aselected patient.

In the event-based capture mode, a user (e.g., a registration clerk)working at a hospital can register a patient, have the patient sign aconsent form, walk up to client workstation 120, log in, and see thepatients registered in the hospital in the last five minutes (i.e., theevent). The user then selects the patient just registered and scans theconsent form to be associated with the patient.

That is, after client workstation 120 lists all patients registered inthe last five minutes, client workstation 120 further receives an inputfrom the user to determine a particular patient and obtains medicalrecords of the particular patient from a database or storage location.Further, client workstation 120 may cause the consent form scanned intoan image or a file. Client workstation 120 may receive the scannedconsent form and organize the file into the electronic medical recordsof the patient. FIGS. 5A-5B illustrate exemplary screen shots duringthis process.

As shown in FIG. 5A, a display bar 502 indicates that the event chosenis patients being recently registered, and a patient list 504 isdisplayed by processor 202. Further, as shown in FIG. 5B, a scannedconsent form 506 is displayed along with the patient information 508.

In the schedule-based capture mode, a user working on managing themedical records and scanning historical files can walk up to clientworkstation 120, log in, enter the date for which the patient wasscheduled as indicated in the historical files, and select the patientwhose historical files are to be scanned. The user then scans historicalfiles such as a patient chart.

That is, after client workstation 120 lists all patients having the sameschedule, client workstation 120 further receives an input from the userto determine a particular patient and obtains medical records of theparticular patient from a database or storage location. Further, clientworkstation 120 may cause the historical document(s) scanned into animage(s) or a file(s). Client workstation 120 may receive the scanneddocument(s) and organize the file(s) into the electronic medical recordsof the patient. FIGS. 6A-6B illustrate exemplary screen shots duringthis process.

As shown in FIG. 6A, a display bar 602 indicating that the schedulechosen is for patients seen on May 14, 2011, and a patient list 604 isdisplayed by processor 202. Further, as shown in FIG. 6B, a scannedhistorical document 606 matching the schedule is displayed along withthe patient information 608.

Further, in the inquiry-based capture mode, a user (e.g., areceptionist) can receive a file from a patient just walked in, walk upto client workstation 120, log in, key in the patient's last name, hit asearch button, and find all patients matching the searched last name(i.e., the search criteria). The user then selects a correct patient andscans the file for the patient.

That is, after client workstation 120 lists all patients having the samelast name, client workstation 120 further receives an input from theuser to determine a particular patient and obtains medical records ofthe particular patient from a database or storage location. Further,client workstation 120 may cause the file scanned into an image(s) or afile(s). Client workstation 120 may receive the scanned document(s) andorganize the file(s) into the electronic medical records of the patient.FIGS. 7A-7B illustrate exemplary screen shots during this process.

As shown in FIG. 7A, a display bar 702 indicates the search results, anda patient list 704 is displayed by processor 202. Further, as shown inFIG. 7B, a scanned document associated with the selected patient isdisplayed along with the patient information 708. Alternatively, thefield of patient's last name 710 may be used to perform searchingdirectly. That is, the user can enter the searched last name in field710 to perform the search.

In the transaction-based capture mode, a user (e.g., a nurse) mayreceive a paper-based laboratory result which needs to be attached backto the original laboratory order that was already placed in theelectronic medical records of a patient. The user selects the patientand visit, and the list of all orders placed for that visit aredisplayed on the screen on client workstation 120 (e.g., a networkscanner). The user selects the correct order and scans the document tobe associated with the correct order of the particular patient.

That is, client workstation 120 may first list all patients potentiallyassociated with the laboratory result, e.g., having the same last name,etc. Client workstation 120 then receives an input from the user todetermine a particular patient and obtains medical records of theparticular patient from a database or storage location. Further, clientworkstation 120 may list all visits/orders of the patient and mayreceive input from the user to determine a particular visit and/or orderto be associated with the laboratory result. Afterwards, clientworkstation 120 may cause the laboratory result scanned into an image(s)or a file(s). Client workstation 120 may receive the scanned document(s)and organize the file(s) into the electronic medical records of thepatient. FIG. 8 illustrates an exemplary screen shot during thisprocess.

As shown in FIG. 8, after the user selects a particular patient, asub-window 802 is displayed with a title indicating the patient's visitdates. More particularly, the patient's name, admission date, dischargedate, and type of visit, etc., are displayed in the sub-window 802.Further, an order is selected in the selection section 806 by the useras the order to be associated with the laboratory result. Afterwards, ascanned document 808 associated with the selected order is displayedalong with the patient information (blocked).

During the data capture, the captured data, such as scanned files, aregenerally unstructured data or files. Processor 202 may also structurethe unstructured data or files to make the captured data or fileselectronically usable by other information systems and applications in ahealthcare or other type of environment. In certain embodiments,non-electronic data (e.g., papers, structures, other materials) may havebeen captured by other systems and may be inputted or transferred toprocessor 202 by other application/systems or by the user. It may beunnecessary for processor 202 to capture the data into electronic form.Processor 202 may skip the data capture and use the metadata tostructure the collected data or the inputted unstructured data.

Processor 202 may structure the collected data using any appropriatemethods. For example, processor 202 may wrapping the unstructured filesor documents with appropriate metadata to create structured files ordocuments in various standard formats, including health level seven(HL7) standard, cross enterprise document sharing (XDS), extensiblemarkup language (XML), and clinical document architecture (CDA). Otherstandards may also be used.

Processor 202 may select and obtain any appropriate metadata to convertthe unstructured files to various structured files. For example, Table 1illustrates exemplary metadata may be selected by processor 202.

TABLE 2 METADATA CATEGORIES/FIELDS Metadata Fields Description PATIENTINFORMATION Community Identifier Unique identifier for a patient withina community or health information exchange Patient Identifier (MRN)Unique identifier for patient within a facility Patient last name LastName of patient Patient first name First name of patient Patient middlename Middle name of patient Patient suffix Suffix for patient PatientDOB DOB of patient Patient SSN SSN of patient, if available Photo ofpatient Digital photo of patient, if available ADMISSION/VISITINFORMATION Encounter Number (visit Unique identifier for a particularvisit or number/admission) admission to a hospital for a patient AccountNumber Unique identifier for the financial account number assigned to apatient Visit Date Date of beginning of visit or admission Diagnosis -Up to 4 DX codes DRG Diagnosis code/procedure sets for the visitAdmitting provider ID/Name Provider that admitted the patient to thehospital Attending provider ID/Name Provider that is attending to thepatient at the hospital Referring provider ID/Name Provider that isreferring the patient to the hospital Consulting provider ID/NameProvider that is consulting to the patient Location Location of wherethe patient is being seen Room/Bed Room/bed of where the patient isbeing seen Discharge Date Date the patient was discharged from admissionor visit ORDER INFORMATION Order Date Date of the order place Orderstatus Status of the order Order type Type of the order placed Orderingprovider Provider who order the test Order ID ID of the order DOCUMENT(FILE) INFORMATION Document Name Name of the document Documentdescription Description of the document Document type Type of thedocument Document date Date of the document Document status Status ofthe document (active, inactive, signed, unsigned, etc.) Author Whocreated the document Authenticator Who signed the documentConfidentiality Code Confidentiality level of the document Custodian Whois the custodian of the document Custodian address & telephone Custodianaddress and telephone Data Enterer Who is the data enterer/scanner ofthe document Language Code What language is the document in SYSTEMINFORMATION Originating source information Where did the file come fromOriginating source system information Information about the system thatgenerated the content FILE INFORMATION Reference to external file orembedding of Original unstructured file reference or binary of fileembedding of the file within the structured file

As shown in Table 2, data about relevant patient information, such asadmission/visit information, order information, document (file)information, system information, and file information, etc., may beobtained by processor 202 and used as metadata to structure theunstructured files and documents. The metadata may include data obtainedfrom the patient's existing records as well as dynamically obtained dataassociating with the captured data.

More specifically, processor 202 may obtain metadata during the datacapture process. That is, during the same data capture process,processor 202 may obtain certain metadata required for structuring datain real-time. Further, certain metadata may be automatically obtainedduring the data capture, while certain other metadata may be entered bythe user for structuring the captured files.

As explained previously, metadata can also obtained by receiving HL7messages in the messaging network. Each HL7 message may contain multiplesegments that have relevant metadata. Processor 202 may obtain themetadata based on the different segments. For example, the segments mayinclude:

MSH—Header segment regarding message, date/time, and originating source

EVN—Identifying the event of the message

PID—Containing information about the patient

PV1, PV2—Containing the information about the patient visit/admission

DG1—Containing the diagnosis information

OBX—Containing information about the order information

Because HL7 messages can be obtained dynamically, the metadata obtainedmay be stored in a location for later data capture, used for currentdata capture, and/or used for updating existing metadata. For example,information about a new patient, visits and location information,orders, or patient updates may be used to update patient's medicalrecords and to be fed back to any current and/or future proximity-baseddata capture, event-based data capture, and transaction-based datacapture, etc. Other metadata and/or messages may also be used.

Returning to FIG. 3, after performing the data capture and metadatacollection (304), processor 202 may provide the metadata for selection(305). For example, processor 202 may provide the available metadata ona display screen for the user to choose particular types of metadata,so-called pushing-to-screen method. Processor 202 may use other ways toprovide the metadata for proper metadata selection.

Further, processor 202 may select desired metadata (306). Processor 202may select metadata based on any appropriate information, such as thetype and attributes of the unstructured data, the structured dataformat(s), the purpose and usage of the later structured data, etc.Processor 202 may also select metadata based on user's selection ofparticular types of metadata.

Further, processor 202 may select metadata from different sources at thesame time. For example, processor 202 may select certain staticmetadata, the metadata that is not frequently changed or that is samefor most patients. Processor 202 may also select certain dynamicmetadata, such as data obtained during the data collection process ormetadata updating, which may be different for different patients.Further, processor 202 may also select certain automatically detectedmetadata, such as data from real-time messaging or other communications.In addition, processor 202 may select different types of metadata at thesame time according to different types of structured files or documentsto be created.

After selecting the metadata (306), processor 202 may create thestructured data (308). Processor 202 may create the structured data byattaching the metadata to the unstructured file. That is, processor 202may combine and package the unstructured file or document with theselected metadata and, optionally, additional static metadata heldwithin the setup of the data management system (e.g., client workstation120, server 140, etc.).

Further, the file and data are then converted dynamically to a desiredstructured format or multiple desired structured formats based upon thedocument type, the configuration setup by the healthcare organization,or other workflow considerations. For example, processor 202 may convertthe file and data to structured file formats such as XML, CDA, XDS, oran HL7 message. The formats may be determined based upon the documenttype and different systems within the healthcare facility, and/or may beconfigured in the settings of client workstation 120 and/or server 140.Optionally, processor 202 may create multiple structured files at thesame time, and each structured file may have a different structureformat. In this way, the file or document may only need to be scannedonce and can be used by multiple applications and systems.

In addition, processor 202 may export the structured data to otherapplications (310). That is, newly formed structured contents may besubmitted to other applications and systems. The receiving applicationsor systems may be internal in the healthcare facility or may be externalsystems or applications. Processor 202 may export the structured filesautomatically using a preconfigured list or based on a user input.Further, processor 202 may export the structured files based upon thepreferences of the recipient. FIG. 9 illustrates an exemplary screenshot during this process.

As shown in FIG. 9, the user may configure or specify a particulardestination for exporting the structured file. The screen interfaceallows the user to select an export destination or an export directory.The data field 902 indicating a location inputted by the user forexporting the structured file, which is set to “z:/export.” The exportdestination may be a local directory, a network storage directory, or anetwork drive mapped to any appropriate application or system.

Thus, the data capturing and structuring process may be completed in asingle process or in one pass. The structured files are generateddynamically and can be exported to any designated system(s) orapplication(s) using standardized transport protocols including XDS.b,XDR, XDM, and Direct messaging, etc.

The receiving applications or systems may automatically import thepackaged contents (i.e., the structured file) and may include thecontents in the proper medical records within the receiving applicationsor systems. Processor 202 may also receive structured files from otherapplications and systems and may also automatically import the packagedcontents (i.e., the structured file) and may further associate thecontents with the proper medical records within its own applications.Other processing may also be performed. For example, the metadatacollected during the data capturing and structuring process is furtherforwarded to other applications and systems over the messaging network(i.e., network 130) for continued metadata updating such that aninteractive metadata generation, application, and combination withunstructured data can be achieved.

FIG. 10 illustrates an exemplary data structuring and exporting process1000 with respect to an unstructured file 1002. As shown in FIG. 10, themetadata is updated by messaging to enable various data capture modes,and an unstructured file 1002 is created with one or more data capturemodes during the data capture process as previously described andvarious metadata is also collected by the message updating and duringthe data capturing process. Also, during and/or at end of the datacapture process, metadata is selected to be combined with or wrappedaround the unstructured file 1002 to create a plurality of structuredfiles. The metadata and/or structured files can also be sent over themessaging network to update other applications and systems.

For example, the file may be converted to a CDA file 1012, an XDS file1014, an XML file 1018, and/or an HL7 message 1016, etc. The formats maybe determined based upon the document types and systems within thehealthcare facility. The formats may also be configured within thesettings of the application for data structuring.

After a file has been packaged in a structured format, the file can beconverted and sent on demand or through pre-configured rules to internalsystems and/or external systems. For example, the CDA file 1012 may besent to a physician's office; the XDS file 1014 may be sent to acommunity repository; the HL7 message/file 1016 may be sent to ahospital or long term care provider; and the XML file 1018 may be sentto an insurance company. These examples are used for illustrativepurposes and any appropriate recipients may be used. Further, thesefiles may be sent using different communication protocols. For example,these files may be sent over direct messaging, XDS.b/XDR/XDM protocols,TCP/IP protocols, and web services, etc. Other protocol may also beused.

Further, the above mentioned process 1000 may be integrated into ahealthcare service workflow. For example, a receptionist at a physicianoffice receives a call from a referring physician for a patient to havea specific report sent over for a patient being seen by the physician.The receptionist finds the report, searches and assigns to the correctpatient, scans the document, and then selects the location forsubmission based upon the screen displayed. The file is packaged andsent over using the standardized protocol for submission.

In addition, the disclosed methods and systems may involve variousdocument types and other features. FIG. 11 illustrates various exemplaryunstructured document types, client workstation types, structured dataformats, and recipient system types. Relationships among these varioustypes may be created to determine the data capturing and structuringprocesses.

FIG. 12 illustrates various exemplary features for data capturing andstructuring. For example, as shown in FIG. 12, a secure login featuremay be provided in client workstation 120 (e.g., a multi-functiondevice) for authenticating the users; a batch scanning feature may beprovided to scan multiple documents after the particular patient isselected; a batch breaking feature may be provide for separateelectronic records into virtual files (e.g., virtual stapling); anindexing feature may be provided for dynamic patient assignments anddocument classifications; and a secure transfer of documents feature maybe provided to send structured documents to various recipients. Further,server 140 and/or client workstation 120 may also exchange structuredfiles with other systems, such as an EMR/EHR/HIE server or a documentrepository server.

The disclosed systems and methods may provide many advantageoushealthcare data management applications. For example, because metadatafor structuring data is collected during the same data capture process,and metadata selection is also performed during or at end of the datacapture, the data structuring efficiency and accuracy can besubstantially increased. Further, the data capturing process includes avariety of data capture modes to fit various circumstances. In addition,the automatically collected metadata may be used to enable data capturemodes to further increase the flexibility and efficiency of theapplication. Multiple structured formats from a single unstructured fileor document can be generated such that the multiple structured files canbe submitted to and used by multiple systems in various healthcaresettings through standardized transport protocols.

Although the disclosed systems and methods are illustrated in ahealthcare environment, applications in other industries can also applythe disclosed systems and methods for data structuring and other datamanagement functions. For example, in legal industry, real propertyindustry, or other financial and business environments, a large amountunstructured legal documents can be efficiently structured by using thedisclosed systems and methods. Other applications, improvements, andmodifications are obvious to those skilled in the art.

1-23. (canceled)
 24. A method for capturing and structuring data,comprising: determining, using a processor in a data processingenvironment, a data capture mode for creating a structured document froman unstructured document that lacks a format to allow the dataprocessing environment to recognize the content of the unstructureddocument; capturing the unstructured document under the data capturemode using the processor; determining, using the processor and based onthe data capture mode, a record owner having a plurality of existingdata records to be associated with the unstructured document bycomparing the plurality of existing data records with the capturedunstructured document; collecting metadata from data associated with therecord owner, the unstructured document, and data generated during thecapturing; creating the structured document using the metadata;exporting the structured document; and importing the structured documentby a receiving application.
 25. The method according to claim 24,wherein: the existing data records are electronic medical records; andthe record owner is a patient.
 26. The method according to claim 24,further including: updating the metadata dynamically based on datareceived from a messaging network.
 27. The method according to claim 25,wherein the data capture mode includes a proximity-based capture mode,an event-based capture mode, a schedule-based capture mode, aninquiry-based capture mode, or a transaction-based capture mode.
 28. Themethod according to claim 26, wherein the proximity-based capture modeuses a proximity between the processor and a plurality of patients toselect a list of patients within the proximity, and selects the recordowner from the plurality of patients.
 29. The method according to claim26, wherein the event-based capture mode uses events associated with aplurality of patients that happen within a preset period of time toselect a list of patients, and selects the record owner from theplurality of patients.
 30. The method according to claim 26, wherein theschedule-based capture mode uses scheduled visits of a plurality ofpatients to select a list of patients, and selects the record owner fromthe plurality of patients.
 31. The method according to claim 26, whereinthe inquiry-based capture mode uses an inquiry made by a user of theprocessor to select a plurality of patients satisfying the inquiry, andselects the record owner from the plurality of patients.
 32. The methodaccording to claim 26, wherein the transaction-based capture mode uses atransaction associated with the existing data records of the recordowner to select an existing data record to be associated with theunstructured document.
 33. The method according to claim 26, whereincollecting metadata includes: collecting both static metadata anddynamic metadata.
 34. The method according to claim 25, wherein creatingstructured documents further includes: creating the structured documentsin one of a health level seven (HL7) format, a cross enterprise documentsharing (XDS) format, an extensible markup language (XML) format, and aclinical document architecture (CDA) format.
 35. The method according toclaim 25, wherein creating structured further includes: creatingmultiple structured documents in two formats from a health level seven(HL7) format, a cross enterprise document sharing (XDS) format, anextensible markup language (XML) format, and a clinical documentarchitecture (CDA) format.
 36. The method according to claim 25,wherein: the metadata is collected from an HL7 message received by theprocessor.
 37. The method according to claim 25, wherein exporting thestructured documents further includes: exporting the structureddocuments to multiple recipients in multiple formats, selected based onthe recipients.
 38. A non-transitory computer storage medium storingcomputer executable programs for, when being executed by a processor ina data capturing and structuring device in a data processingenvironment, performing a data management method comprising: determininga data capture mode for processing an unstructured document into astructured document, the unstructured document lacking a format thatallows the data processing environment to recognize the content of theunstructured document; capturing the unstructured document under thedata capture mode; selecting, using the processor and based on the datacapture mode, a record owner having a plurality of existing data recordsto be associated with the unstructured document by comparing theplurality of existing data records with the captured unstructureddocument; collecting metadata from data associated with the recordowner, the unstructured document, and data generated during thecapturing; creating the structured document using the metadata;exporting the structured document; and importing the structured documentby a receiving application.
 39. The non-transitory computer storagemedium according to claim 38, wherein: the existing data records areelectronic medical records, and the record owner is a patient.
 40. Thenon-transitory computer storage medium according to claim 38, whereinthe method further includes: updating the metadata dynamically based ondata received from a messaging network.
 41. The non-transitory computerstorage medium according to claim 39, wherein: the data capture modeincludes of a proximity-based capture mode, an event-based capture mode,a schedule-based capture mode, an inquiry-based capture mode, or atransaction-based capture mode; and wherein the method includes usingproximity between the device and a plurality of patients in theproximity-based capture mode to select a list of patients within theproximity, and selecting the record owner from the plurality ofpatients, using events associated with a plurality of patients happenedwithin a preset period of time in the event-based capture mode to selecta list of patients, and selecting the record owner from the plurality ofpatients, selecting scheduled visits of a plurality of patients toselect a list of patients in the schedule-based capture mode, andselecting the record owner from the plurality of patients, using aninquiry made by a user of the device to select a plurality of patientssatisfying the inquiry in the inquiry-based capture mode, and selectingthe record owner is selected from the plurality of patients, and using atransaction associated with the existing data records of the recordowner in the transaction-based capture mode to select an existing datarecord to be associated with the unstructured document.
 42. Thenon-transitory computer storage medium according to claim 38, whereincollecting metadata includes: collecting both static metadata anddynamic metadata.
 43. The non-transitory computer storage mediumaccording to claim 39, wherein creating structured documents furtherincludes: creating the structured documents in one of a health levelseven (HL7) format, a cross enterprise document sharing (XDS) format, anextensible markup language (XML) format, and a clinical documentarchitecture (CDA) format.
 44. The non-transitory computer storagemedium according to claim 39, wherein creating structured documentsfurther includes: creating multiple structured documents in two or moreformats from a health level seven (HL7) format, a cross enterprisedocument sharing (XDS) format, an extensible markup language (XML)format, and a clinical document architecture (CDA) format.
 45. Thenon-transitory computer storage medium according to claim 39, wherein:the metadata is collected from an HL7 message received by the device.46. The non-transitory computer storage medium according to claim 39,wherein exporting the structured documents further includes: exportingthe structured documents to multiple recipients in multiple formats,wherein the metadata is selected based on the recipients and themultiple formats are generated based on the recipients.
 47. A method fordata capturing and structuring, comprising: determining, using aprocessor, a data capture mode for creating a structured document froman unstructured document that lacks a format to allow a data processingenvironment including the processor to recognize the content of theunstructured document, wherein the data capture mode is selected from aplurality of predetermined data capture modes including aproximity-based capture mode, an event-based capture mode, aschedule-based capture mode, or a transaction-based capture mode;capturing the unstructured document under the data capture mode usingthe processor; determining, using the processor and based on the datacapture mode, a record owner having a plurality of existing data recordsto be associated with the unstructured document by comparing theplurality of existing data records with the captured unstructureddocument; collecting metadata from data associated with the recordowner, the unstructured document, and data generated during thecapturing; creating the structured document using the metadata; andexporting the structured document; and importing the structured documentby a receiving application.
 48. The method according to claim 47,wherein the data capture mode further includes an inquiry-based capturemode.